W06 - Standard / Enhanced Complete Close Setup (MCU)
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This session will provide overviews and examples of the complete/close functionality of work orders, including configuration of the standard/enhanced complete/close screen.
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W06 - Standard / Enhanced Complete Close Setup (MCU)
- 1. MC University W06|Standard / Enhanced Complete Close Setup
- 2. MC University Agenda Standard and Enhanced Complete / Close Defined Standard Complete / Close Dialog Configuration Enhanced Complete / Close Dialog Configuration
- 3. MC University Standard and Enhanced Complete / Close Defined What is the Complete / Close Dialog? What is the Enhanced Complete / Close?
- 4. MC University What is the Complete / Close Dialog? Standard Complete / Close Dialog can be used to: • Record progress against a Work Order • Complete / Close Work Order • Fill in important details about the Work Order
- 5. MC University What is the Complete / Close Dialog? (cont’d) Use of Complete / Close dependent on complexity and business process Preferences and settings used to define
- 6. MC University What is the Complete / Close Dialog? (cont’d) Accessed through: • Action Bar • Status Action Dropdown Control • Report Tab
- 7. MC University What is the Complete / Close Dialog? (cont’d) • Group Tab • Assignment Calendar • Expanded Work Order Explorer
- 8. MC University What is the Complete / Close Dialog? (cont’d) Also accessible through Smart Reports Dialog appears based on Smart Button
- 9. MC University What is the Enhanced Complete / Close Dialog? Enhanced Complete / Close Dialog determined by preferences Optional upgrade
- 10. MC University What is the Enhanced Complete / Close Dialog? (cont’d) Enhanced Complete / Close includes new preferences to determine: • Section of dialog to display • Required entry fields • Order of sections displayed
- 11. MC University Standard Complete / Close Dialog Configuration Auto-Selects Defaults Set Actuals Equal to Estimated Return Asset to Service and Downtime Create Follow-Up Work Orders Custom Hook
- 12. MC University Auto-Selects Fills in Status Date choices upon selection of Complete / Close Dialog Options to: • Respond • Complete • Finalize • Close
- 13. MC University Defaults Labor Report Default auto-populates specified text
- 14. MC University Defaults (cont’d) Account and Category Set All options will fill in all Details and Cost fields
- 15. MC University Defaults (cont’d) Chargeable will select Indicator on Details page
- 16. MC University Defaults (cont’d) Set all Tasks Completed marks off all Tasks as Complete with initials of Technician
- 17. MC University Set Actuals Equal to Estimated Labor Hours preferences for Technicians to quickly adjust Actuals • Estimated vs. Assigned
- 18. MC University Set Actuals Equal to Estimated (cont’d) Materials and Costs preferences for Technicians to update Estimated record and turn into actual Charge • Charge vs. No Charge (estimated)
- 19. MC University Return Asset to Service and Downtime Return Asset to Service will return the Asset back In-Service if not currently In-Service Asset back in Service will prompt for Asset Status Change details
- 20. MC University Return Asset to Service and Downtime (cont’d) Set Downtime will prompt Technician to fill in details for Downtime record
- 21. MC University Create Follow-Up Work Orders Allow or deny ability to create Work Orders based on Failures of Tasks Option to create: • One Work Order for all Failures • Separate Work Order per Failure
- 22. MC University Custom Hook Ability to give a customized feel to the Complete / Close Dialog Can be important notifications or brief instructions
- 23. MC University Standard Complete / Close Dialog: Example Now let’s take a look at updating the Complete / Close Dialog!
- 24. MC University Enhanced Complete / Close Dialog Configuration Section Display Placement Sort Order Requirements
- 25. MC University Section Display Specify which sections of the Dialog should be displayed or hidden Only acceptable values are Yes or No
- 26. MC University Section Display (cont’d) Sections to display: • Status Dates • Labor Report • Actions • Meter Readings • Labor / Part / Cost
- 27. MC University Placement Determined by: • Column 1 • Column 2 • Span both columns
- 28. MC University Placement (cont’d) Example of specific placement:
- 29. MC University Sort Order Determines order for sections in same column or region Numbers are used to sort as desired
- 30. MC University Sort Order (cont’d) Example of order:
- 31. MC University Requirements Determines what fields should be required to enter data Highlighted in blue
- 32. MC University Requirements (cont’d) Example of required fields:
- 33. MC University Enhanced Complete / Close Dialog: Example Now let’s take a look at updating the Enhanced Complete / Close Dialog!
Editor's Notes
- Introduction: In today’s presentation we will be discussing the Complete / Close screen of a Work Order, and the configuration of the standard / Enhanced Complete Close screen. Standard and Enhanced Complete / Close Defined: Overview of the general Complete / Close screen, as well as an overview of what the Enhanced Complete Close does. Standard Complete / Close Configuration: Standard complete / close preferences overview and examples. Enhanced Complete / Close Configuration: In depth analysis of ECC preferences and examples.
- SECTION OVERVIEW
- Bullet 1: The Complete / Close and ECC can be used to: Sub-Bullet 1: Record the progress of the Work Order (such as responded, completed, finalized, etc.). Sub-Bullet 2: It can be used to simply just complete / close out the Work Order quickly. Sub-Bullet 3: Or it can be used to conveniently track important details about the Work Order (such as filling out the Labor report, failure and solution code, etc.).
- Bullet 1: The functionality of the Complete / Close that will be used is dependent on the complexity of the Work Order, as well as the business process that has been put in place. Bullet 2: The preferences and settings will be used to define the Complete / Close for your organization to ensure that it matches the goals of your organizational business process.
- Bullet 1 / Sub-Bullets: There are many places in MC that the Complete / Close screen can be accessed from! These areas include the Action Bar at the bottom of the Work Order, the Status Action Dropdown Control at the top right of the Work Order, and the Report Tab in the upper right corner.
- Sub-Bullets: The Complete / Close is also accessible via the Group tab (must select records to be acted upon then from the Action Bar), the assignment calendar (click on a work order assignment and select complete / close), and lastly through the expanded work order explorer (select multiple records).
- Bullet 1: There is also an option to access the Complete / Close through Smart reports. Smart report functionality is described in more detail in the Reporter Tutorials available through the MC User Connect. Smart reports can include editable fields, however in this example the smart fields are actionable buttons that open the Complete / Close. Bullet 2: When clicking on the Complete or Close smart action button on the report, the Complete / Close dialog will appear. Depending on whether the Complete or Close button is selected, the appropriate Status button will be filled in (for example, if the Complete is selected than the Responded / Completed will be auto-filled in).
- Bullet 1: The Work Order Complete / Close Dialog can be configured to match the business process in place at your organization, using options available in the Work Order Preferences. Bullet 2: Customers can choose to have the Enhanced Complete / Close Dialog to be configured, which is an additional feature of MC. You can contact Maintenance Connection Support for information on receiving and using the ECC.
- Bullet 1 / Sub-Bullets: The ECC preferences will determine the section(s) of dialog to display (for example, hide Labor Report and Status Dates), to identify the required entry fields (such as require Category and Problem Code), and lastly to specify the order (through numbered ordering to determine which section appears where).
- SECTION OVERVIEW
- Bullet 1: The Auto-Select options will determine when accessing the Complete / Close which Status Date options will be selected. For example, if Respond? And Complete? are selected from the Preferences, then when accessing the Complete / Close of a Work Order the Responded and Completed will be pre-selected. Bullet 2 / Sub-Bullets: There are options to Auto-Select for Respond, Complete, Finalize, and Close. Each of these selections represent different stages (statuses) of the Work Order, and care should be taken in deciding if Auto-Selects should be used.
- Bullet 1: The Labor Report Default preference allows Administrators to determine what text should auto-populate to the Labor Report when the Complete / Close is accessed. An example of this could be “Problem resolved” so every time a Technician goes to Complete or Close a Work Order, they do not have to type in those labor notes. Some organizations, however, prefer that nothing is populated in the Labor Report so that Technicians are forced to enter a note (if required).
- Bullet 1: The Account / Category Set All indicators will fill in the Account / Category everywhere that the Account or Category is blank. For example, the Account and Category may be filled in already on the Details of the Work Order – but the Account and Category can also be filled in for associated Labor and Inventory Items. By selecting “Set All”, the Account and Category filled will populate every where on the Work Order that the Account and Category are blank.
- Bullet 1: The Chargeable preference will automatically select “Chargeable” Indicator on the complete / close screen when accessed. Once the Work Order has been Completed / Closed, the Work Order will now have this Indicator checked on the Details page.
- Bullet 1: The Set All Tasks Completed default preference will automatically select the Indicator for Set All Tasks Complete. There is a box next to the Indicator which will be filled in with the Initials of the user currently accessing the Work Order – however this can be edited by simply typing in the box. The Tasks themselves will all be marked as Complete, including failed tasks (there is no way to get around this when using the Set All Tasks Complete, so some tasks may have a Failure and Complete check).
- Bullet 1: The Labor Hours preferences are designed to allow Technicians to quickly adjust the actual Labor Hours that were spent. Sub-Bullet 1: For example, some organizations choose to use Estimated Labor, which generally is populated from a Procedure. If there is an Estimated Labor record for 2 hours, and the Technician takes 2 hours to complete the work and is on the Complete / Close screen, they can simply check the “Set Actual Labor Hours equal to Estimated Labor Hours” to create an Actual Labor Hour record. They can also choose to set their Actual Labor Hours to the Assigned Labor hours, which is the amount of Work that was actually assigned to them (and can be viewed from the Assign tab).
- Bullet 1: Both indicators for materials and costs function the same. They are designed to take a Estimated record and turn them into an actual Charge. Sub-Bullet 1: For example, when an estimated part or other cost is added to the Estimated tab of the Work Order, these records will also show up on the “Actuals” tab. The difference will be that there be a “0.00” charge until that Estimated record has been turned into an “Actual”, which subsequently will change the Charge to the correct amount.
- Bullet 1: If the Return Asset to Service Default is set to “Yes” via preferences, anytime a Work Order is edited from the Complete / Close and changes are applied, then if the Asset is NOT in Service, the Asset will be returned. Bullet 2: The Asset Status Change: In-Service dialog will come forward via the Complete / Close, prompting the Technician to fill in appropriate Downtime as well as the Reason for Shutdown / Downtime prior to Applying and setting the Asset back In-Service. Note: This Indicator will only show if the Asset associated with the Work Order is currently not In-Service.
- Bullet 1: To create a manual Downtime entry (for an Asset that currently is In-Service, but a downtime record needs to be manually created) this Indicator can be automatically checked via the Preferences. If selected, on Applying to the Work Order the Asset Downtime Dialog will appear prompting the Technician to enter in the Date / Time, Downtime minutes or hours (if necessary) and Reason for the Shutdown. This record will be applied to the Asset, and can be viewed from the History / Downtime tab of the Asset.
- Bullet 1: The preferences to Create Follow-up WO’s (both single and separate) can be hidden from the Complete / Close screen by selecting “No”. However if Administrators decide to have this feature available for Technicians, users are then able to automatically generate follow-up work, based on the Failure of specific tasks on the Work Order. An example of this may be a Technician has a Task dedicated to check a light bulb, which he finds to be broken and in need of replacement. Because this Work Order was not designated for the Tech to fix and replace the light bulb, the Tech can fail this task, and subsequently generate a follow up Work Order to accurately track the replacement of this light bulb. Bullet 2 / Sub-Bullets: There are two options for this feature – to create one Work Order for all failed tasks, or to create a separate work order per each failed task. This option will be dependent on organizational needs / standards, and typically will be utilized more if there are multiple Assets on a single WO.
- Bullet 1: By utilizing the Custom Hook preference, Administrators can designate a customized feel to the Complete / Close prior to the Technician Applying their changes to the Work Order. Bullet 2: This comes in handy when needing to notify, remind, or instruct a Technician of something important – but keep in mind that this note will appear globally and cannot be designated per Repair Center.
- Auto-select Complete?: Yes Labor Report Default: Please enter text Return Asset to Service Default: Yes Bullet 1: The Complete / Close screen in our example looks like the following, prior to editing the Preferences. As you can see the Responded is the only Status Date field that is automatically checked when accessing the Complete / Close. The Labor Report is empty, with no default text already entered. From the Actions section, the Return Asset to Service is NOT already checked by default. Bullet 1: The preferences should be updated to reflect the following screenshot. The Auto-select Complete? Preference will be set to yes, so whenever accessing the Complete / Close the Complete and Respond will both be automatically selected. The Labor Report Default has had the “Please enter text” entered into the preference, so whenever accessing this text will automatically appear in the Labor Report box. Lastly, the Return Asset to Service Default has been set to Yes, which means that this indicator will automatically be checked. Bullet 1: After the preferences have been applied, the Complete / Close will reflect the Preferences that were updated.
- SECTION OVERVIEW
- Bullet 1: There are many different sections of the Complete / Close Dialog that can be adjusted to display or be hidden. This is typically something that is determined by Administrators, as many of these options might need to be made unavailable to Technicians to access, or some may be very important to the organization’s business process. Bullet 2: The only values that are allowed to be entered are “Yes” or “No” for these section displays – the reason being these are designed only to display or hide.
- Sub-Bullet 1: The Status Dates section of the Complete / Close is the section to update the Status of the Work Order – however what is actually displayed is dependent on what is defined in the preferences. There is a separate preference for not allowing users to edit the date / time stamp of these Status changes. If the Status Dates are hidden, the Technician will be unable to see these options – so it is important to use this preference in conjunction with the standard Default preferences to Auto-Select “Close” on Apply (will Close out the Work Order without the Technician even having to see the Status Dates section). Sub-Bullet 2: Although the Labor Report is accessible from the Tasks Labor Report sub-tab of the Work Order, it can be helpful to display the Labor Report for the Technicians directly on the Complete / Close. There is also a standard preference to auto-fill the Labor Report on the Complete / Close with specific text. Sub-Bullet 3: The Actions section of the Complete / Close will provide miscellaneous actions to perform to the Work Order. An example of one of these options is to Set All Tasks to Complete, or to set the Actual Labor Hours to the Estimated Labor Hours. Sub-Bullet 4: Meter Readings 1 and / or 2 can be displayed on the Complete / Close, which in turn allows the Technician to quickly fill in meter reading entries that will carry back to the Asset associated with the Work Order. Sub-Bullet 5: Labor, Material, and Costs can be added / removed from the Complete / Close screen as well, giving the Technician full access to Cost information from the one screen.
- Bullet 1: The placement of the visible sections will be determined by the column selection. Sub-Bullet 1: By selecting Column 1, the section will be placed on the left side of the Complete / Close. Sub-Bullet 2: By selecting Column 2, the section will be placed on the right side of the Complete / Close. Sub-Bullet 3: By entering SPANTOP, this will place the section on the top spanning both columns. By selecting SPANBOTTOM, the section will be spanning across both columns at the bottom.
- Screenshot: As depicted in this Screenshot, the Labor Report is now spanning the top of the Complete / Close. The Status Dates has been moved to the right hand side of the column (typically in the upper left hand corner).
- Bullet 1: The Sort Order for Section determines the order for sections in the same column or region. For example – if there are four sections specified to show on the left column of the dialog, they will be displayed in the order specified. Bullet 2: Standard numbers are used to sort the sections as desired.
- Bullet 1: Because of the Sort Order settings for this particular Complete / Close, the Status Dates will appear first in the right hand column (sort 1), and the Actions will appear next in column 2, as Sort Order 2.
- Bullet 1: The required preferences determine which fields the user must complete prior to exiting the Complete / Close Dialog. For some settings, such as Problem / Failure and Solution Codes, the preference can be set to determine if the field is required “Always, Never, or Only On Work Order Completion”. Bullet 2: The required fields on the Complete / Close will be highlighted in blue, and if they are not filled in / completed prior to Applying changes notification will appear prompting the User to fill in the required fields.
- Bullet 1: In this example, the Labor Report and Category are both required fields – so they appear highlighted in blue alerting the Technician that they need to be filled in. The Problem code, however, is slightly different as it is only required on WO completion. If the Technician were to try and Complete or Close the Work Order, a Note would appear prompting the Technician to fill out the problem code prior to completing.
- Move Labor Report section to bottom of Dialog Hide Meter Readings Show Account / Category Require Category Bullet 1: The current configuration of the Complete / Close appears as follows. The Labor Report Dialog is located under the Status Dates and Assignments section. The Meter Readings section is available for use, and the Account / Category section is NOT showing, and the Category field is not currently required. Bullet 1: As shown in the screenshots, the Preferences have been updated to reflect the changes that are needed for the Enhanced Complete / Close. The Labor Report preference has “SPANBOTTOM” entered into the Preference so that the Labor Report will now appear at the very bottom and span the bottom of the Complete / Close. The Show Meter Readings has been set to “No” so that this will no longer appear at all on the Complete / Close. Lastly, the Problem Code has been set to “A / Always” so that it is going to be required anytime the Work Order has a Status Change made to it. Bullet 1: After the preferences are applied, the Complete / Close screen will now show the Labor Report spanning the very bottom of the Dialog. The Meter Readings section has now been taken completely off of the Complete / Close (previously it was located between the Actions and the Status Dates section). The Account / Category section is now shown, and the Category field itself will be required to be filled in.